Thomas Harriot College of Arts and Sciences

Department Grant and Contract Award Management

The Principal Investigator (PI) has the responsibility to monitor the budget, ensure that proper documentation procedures are followed and that only authorized expenditures are charged to a sponsored project. Upon receipt of a notice of an award from the Office of Grants and Contracts, it is the PI’s responsibility to work with their department administrator to manage the funds responsibly.  

Information through the following links is intended to assist department administrators in accounting for costs paid by grants made to faculty in their department on a monthly basis. The FIT guidelines refer to meeting standards for all departmental costs. A grant account is a source of funding awarded competitively that can alleviate state funds (e.g., on personnel during the AY). Use the Grant Award Management File Checklist for keeping an accountable track of each grant funded project (and keeping a hard copy). Copies of monthly departmental log sheet(s) reconciliations are due in an email into the College Budget Resource Coordinator by the 15th of every month (except for December, which is an earlier date). Here is a list of helpful guidelines and forms to help manage and organize accounting for a grant award:

Additional helpful information:

  • ECU's Financial Services Systems Coordination offers training and support for Banner.
  • The Office of Grants and Contracts conducts periodic training to assist PIs and department administrators with the management of your grants, i.e., effort reporting, cost accounting, re-distributions, etc.  See the training website for dates and times.
  • When a sponsor awards funds to the University in support of specific programs and projects, it requires the University to manage those funds prudently to ensure that any costs incurred directly benefit the project accounts being charged.  Anyone approving or processing the expenditure of federal funds must have a clear understanding of Cost Accounting Standards (CAS) and apply consistent application of these fundamental cost principles (see below).

Sponsor Award Management Policies/Procedures

Federal Office of Management and Budget Circulars and Other Accounting Principles/Policies

Cost Principles:


Important Links

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